Survey
* Your assessment is very important for improving the workof artificial intelligence, which forms the content of this project
* Your assessment is very important for improving the workof artificial intelligence, which forms the content of this project
Records Management & E-mail Systems: Working Together Risk Management Seminar April 14, 2000 What is E-mail? • Document created or received on an electronic mail system. • Just another media for state records. Categories • Business Transaction – Directive or an approval for an action – Interchange of messages about a case or policy issue – Data Interchange with another agency • Information Message – Has a business context; but not part of business transaction – Example: meeting notification • Private Message – Non-business matters Advantages • Quick and easy communication • Immediate dissemination of documents • Logs the time of an exchange of messages • One person can send the same message to numerous people at one time • Less intrusive than the telephone Disadvantages • Same message can exist in multiple locations leading to storage problems • Informality can lead to sloppiness • Easy to edit/alter. • Deletion does not mean destruction • Multiple copies of messages or attached documents can be easily printed and filed Miscellaneous Tidbits Do not send or forward: • Chain Letters • Promotions • Advertisements • Political Propaganda • Any message that is lewd, crude, or socially unacceptable. • Rumors--check facts before sending Nothing Personal…E-Mail is not Personal Property • E-mail messages are the property of the organization. • There should be no expectation of personal privacy for e-mail. • E-mail may be read by others. Managing Your Messages • Refrain from keeping ALL your outgoing messages in “Sent Items”. • Empty trash when exiting. • Use automated Archive feature. • Establish an E-mail Policy. • Set up personal folders to sort email based on retention schedule and Subject Classification System. ND Subject Classification System • Folder Example: E-mail Records • Determine “official record” status for retention purposes. • Official Record: – Made or received pursuant to law or in connection with the transaction of official business. – Preserves evidence of the agency’s organization, functions, and activities. – Documents agency programs, policies, and decisions. Retention of E-mail • Refer to specific retention schedule for the agency. • Refer to State of North Dakota General Retention Schedule. • Base retention on the content of the message. • Print and file in traditional paper system, or • Move to separate file location for record-keeping purposes. Digital Discovery • E-mail may become evidence during legal actions as official records. • Think before you write. • Make sure your facts are correct. • Read and edit before sending. • Keep copies to a minimum. • Follow retention and deletion guidelines. Electronic Communication Policy Establish agency policy regarding: • Appropriate use of e-mail and Internet – Business and personal use of e-mail systems and Internet – Prohibit use for illegal, disruptive, unethical, or unprofessional activities • Privacy and access – Identify who will be allowed access to employee’s systems and under what conditions – Subject to discovery proceedings in legal actions Electronic Communication Policy • Security – Must not be used to transmit classified or confidential information – Ensure passwords are used on all email systems – Electronic communications are not private – Ensure e-mail systems are backed-up and maintained – Outline proper file downloading safeguards Electronic Communication Policy • Management and retention – Records need to be identified, managed, protected, & retained to meet retention requirements – Determine the length of time e-mail will be allowed to remain on the system – Determine the appropriate recordkeeping system for storing e-mail with long-term value Electronic Communication Policy • Roles and responsibilities – Identify who is responsible for activities, such as capturing messages into record keeping systems, determining the retention value, training employees in appropriate use, supporting & maintaining the system, and ensuring security – Users are responsible to: • Be courteous & follow standards of etiquette • Protect others’ privacy & confidentiality • Protect passwords • Remove personal messages • Comply with policies & procedures Enterprise E-mail System • Consists of multiple platforms – – – – – Microsoft Outlook / Exchange Lotus Notes / Domino “Pioneer” (POP3) Lotus cc:Mail IBM OfficeVision NOTE: This is a list of platforms used by State agencies. It may not be all-encompassing. Enterprise E-mail System • Nightly mail server backups taken and stored for two weeks • Each person is allowed 30 Meg on the mail server • Data is not systematically purged • Most systems can keep data on client’s PC and/or file-server – POP3 (Pioneer) – Personal Folders & Archives – Offline Folders • There are at least two copies of every message! Internet Usage • Internet sites create a “Cookie” for that site. • Web sites you visit and the length of stay can be monitored. • Don’t visit web sites that include offensive material. • Scan files with virus detection software before installation or execution. • Agency web sites should include disclaimer statement. Voicemail System • Voicemail messages should be retained until action taken • Voicemail messages are deleted once you press “76” and hang up • Voicemail messages are removed after 21 days • Individual voicemail boxes store 12 minutes of messages Questions? Presented by: Gary Vetter, ITD Becky Lingle, ITD